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Configuring the mileage expense type
Configuring the mileage expense type

Enable or disable the mileage expense type for entities, configure distance-based rates, and add, delete, or edit mileage rates in Payhawk.

Nikolay Pohlupkov avatar
Written by Nikolay Pohlupkov
Updated over a week ago

You can configure the settings for the mileage expense type in Payhawk according to the requirements of your company.

Enabling and disabling mileages

To enable (or disable) mileage expense types for your company:

  1. Log in to the Payhawk web portal.

  2. Go to Settings > Expense types.

  3. Select Mileage.

  4. To allow employees at your company to create mileage expenses, switch on the toggle button. For this example, the mileage expenses will be enabled.

    Alternatively, to disable mileages for your company, switch off the toggle button.

  5. In the dialog that opens, click on Enable to confirm your settings.

Configuring mileage settings and distance-based rates

Once you've enabled the mileages at your company, you can define their basic settings:

  1. Go to the Mileage > Settings tab.

  2. From the drop-down list options, select:

    1. The people who will be able to create mileage expenses, for example, everyone.

    2. The distance unit - whether miles or kilometers.

    3. The currency into which you will reimburse your employees, for example, EUR.

In the Settings tab, you can also define whether you will have different mileage rates up to specific distances for each mileage type or use set rates for all distances for the specific mileage type.

To define distance-based mileage rates for each mileage type:

  1. Enable the distance-based mileage rate by switching on the toggle button.

  2. Define the type of mileage thresholds (single-trip or annual) by selecting the relevant option.

  3. Enter the threshold limit, that is, the distance based on which you will apply the different mileage rates for the mileage type.

    For example, up to 200 kilometers annually, the mileage rate that the company will reimburse the employees for the trips made by their vehicles (mileage type) will be 0.45 EUR per kilometer. Above 200 kilometers, the mileage rate will be 0.325 EUR per kilometer.

  4. Click on Save changes.

    As a result, in the Rates tab you will now be able to define two different rates for your mileage expenses.

To add more thresholds for the mileage expense rates, click on Add threshold and define another distance-based limit, for example, 500 kilometers. Then, click on Save changes to confirm your choice.

Adding, editing, and deleting mileage rates

To add a mileage rate for your company:

  1. Go to Settings > Expense types.

  2. Select Mileage.

  3. Under the Rates tab, click on + Add rate.

  4. Enter the data and click on the Save option.

To edit an existing mileage rate:

  1. Hover over the desired rate.

  2. Click on the Edit icon.

  3. Update the data and click on the Save option.

To delete an existing mileage rate:

  1. Hover over the desired rate.

  2. Click on the Trash icon.

  3. In the dialog that opens, click on Yes to confirm your choice.

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